Use this program to obtain a report of all regular, manual, non-invoice and void check information or electronic payment information since the last Check Register was updated. After you print a list of open AP invoices in the system, you can use the Payment Register program to update all necessary files in FACTS.
The Payment Register update posts to the bank’s GL account number, updates the bank balance and writes all checks to the bank transaction file with a status of "C" for complete. Duplicate checks are also written to the bank transaction file.
This register is an audit trail of all check disbursements or voids and should be printed, checked and updated each time you print regular checks. You can also print it after a run of manual, non-invoice or void checks.
If by chance you do not print the register directly after manual, non-invoice or void checks have been entered, the information is displayed on the next register with regular checks.
The register draws information from five programs - Check Print, Manual Check Entry, Noninvoice Check Entry, Void Check Entry, and EFT Submission.
Plain paper vouchers are printed only for the checks or EFT submissions that are currently being printed. A second check run without first posting already printed checks will not produce vouchers for checks from both check runs.
When a void check transaction is updated, the proper bank transaction record is voided. If the transaction number is blank, then the void check record is added.
You have these options.
Register information includes: check number, check date, check amount, vendor number and name. Information about each document paid by the check includes document number, entry date, due date, payment amount, discount taken and memo.
The register prints total for regular checks, manual and void checks and register.
The register recap prints the beginning AP balance, payments, discounts and ending AP balance.
The total number of regular, manual and void checks listed is also included.
This register also outputs a general ledger distribution if you set the GL distribution flag in AP Static Control F/M to allow it.
As the register updates, each check or electronic payment record and the detail of invoices being paid is written to the check history files.
Unform archiving
You can use the AP Payment Register can archive information to Unform. The program prints 2 documents: the Register and the GL Distribution. These two documents are linked in Unform Archive. It is possible for you to print a register and not print an associated GL Distribution. GL Distribution=true is printed on the register to indicate that a GL distribution should be expected. If a GL Distribution should not be expected, GL Distribution=false is printed on the register.
The Unform document type CheckReg for both documents, but the document ID differs by appending "-GL" to the register number for the GL Distribution. Only the last copy of a specific register # is be kept on file.
When a register is reprinted, and it is overwriting an existing archive of that same register #, the system updates the title of the associated GL Distribution to indicate that it is no longer valid.
The Bank Code prints on the first page of the register. Combining it with the check number, gives a link to Document Code APCK.
Note that EFT Payment Batches must be accepted by the bank before they will run through the register program. All user must exit the EFT Payment Batch Status program when another user tries to run the Payment Register.
When you click OK to run the register, the program checks to determine if there are any electronic payment batches that have been created but not yet accepted by the selected bank. An entry window detailing these batches is displayed. The browser information includes the batch, type, date and time the batch was created, the user who created batch, and the batch amount. Click Proceed to continue without updating these open batches or Cancel to cancel the register run and return to the menu.
The electronic payments print in a separate section on the AP Payment Register report and are grouped by batch. For each EFT payment batch, the batch status information prints first. This displays the user name and date for when the batch was created and accepted. Then the payments and invoice information prints. If a payment was combined with others in the payment batch file, the combined payment number will also print. Payment numbers that were rejected in EFT Approval also print in this section. Rejected batches also print the batch status information, showing the user name and date for when the batch was created and rejected. At the end of the section, there is a total of all electronic payments.
To access this program, click by choosing Accounts Payable>Checks>Payment Register.
Click field descriptions for information on each field.
Viewing reports on screen (using the viewer)